The vendor is required to provide for the furnishing of document storage services equipment, materials, supplies and/or related services (the “services”) for the city.
- The capacity to store approximately 4,000 boxes at the onset of the agreement.
- The city intends to add more boxes to the vendor's facility during the agreement period as defined in the city records retention policy.
- Most of the boxes currently stored are standard letter/legal file boxes (15” l x 12” w x 10” h), which are 1.2 cubic feet.
- Other boxes may include legal size transfer boxes (30” l x 16” w x 10” h, 3.6 cubic feet), planner/blueprint boxes (4” x 4” x 42”), microfilm/tapes/disks/video/cassette storage and large planner/blueprint boxes (8” x 8” x 42”)
- Provide record storage, retention, and retrieval to provide off-site document storage and related services for all city departments.
- Business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding holidays.
- Additional boxes are anticipated to be added to storage.
- Record storage
• Provide secure off-site storage for city documents and be able to provide enough physical storage capacity for approximately 4,000 boxes at the initiation of the contract.
• The vendor must store the city’s boxes and/or files at a single secure facility located within 30 miles of county.
- Record pickup and delivery
• Orders for delivery placed before 3:00 p.m. will be delivered by the next business day.
• Orders for rush delivery placed before 1:00 p.m. will be delivered within 4 hours.
• Orders for pickup of new or refile boxes and/or files will be picked up within 2 business days.
• Deliveries are to be made to the requested floor in the city building or other city-owned facilities.
• New or refile boxes and/or files for pick up will be picked up from the requesting department’s office unless the department requests pick up from a different location in the building.
• Vendor shall combine delivery and pick up of boxes into one trip when requested and shall meet the delivery requirements listed above.
• Please provide pricing in your response for these services.
• If additional service options are available, please provide those service levels and pricing in your response.
- Transition services
• For the first two years following the commencement of the contract, the vendor must assume full responsibility for the transfer of all the city’s records stored in locations throughout the city to the vendor’s facility at no charge.
• This responsibility includes coordination of pick up with a city appointed point of contact (POC) at each department, and secure transport to the storage facility.
• Collaborate with POC to provide a list of services required by each department, which would include but are not limited to, new bar coding, labeling, data entry, and inventorying for the boxes to be stored at the vendor’s facility or facilities.
- Permanent removal or destruction services
• Provide on-site for the secure, permanent removal of such specified boxes and return receipt verification of their destruction to the city.
• Boxes permanently removed from storage must not appear on subsequent monthly invoices for storage.
• The ability to accomplish the certified destruction of records stored at the vendor’s facility.
• The certified destruction shall be performed by either shredding or incineration.
• Must ensure that confidentiality of all destroyed records is maintained throughout the destruction process.
• Provide a certificate of destruction to the city for those records destroyed.
- Inventory tracking
• At a minimum, this system must identify each stored state bar box by department, cost center, description, and status (checked in/checked out). essential data fields include may include: box number, bar code, box size, location, cost center, department, major description, minor description, status, and box history (dates of check out and check in).
• The inventory tracking process shall include appropriate logs and receipts for pick-up and delivery of the individual boxes for verification and audit purposes.
• Logs and receipts will be made available to the city upon request.
• The inventory status must be updated within 24 hours of activity.
• Provide a detailed description of your company’s inventory tracking system, its security levels, and service capabilities, with pricing, in your proposal.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: June 4, 2025